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Document Scanning in Tulsa

Organizations use document scanning to convert paper records into electronic records. After they are in a digital format, documents are a lot simpler to find. If a document is required, it is accessible with a basic keyword query.

Access to any file can be restricted to specific employees. This puts each document on a need to know basis. Usage must be controlled to prevent workers from misusing the personal information of customers, patients, or other employees. Any record can have an expiration date and an EDM software package will instantly eliminate un-needed records.

The Document Scanning Process in Tulsa

The first thing to do is to work on a company wide document management policy. Figure out how long to retain each type of document then determine who needs access to each one. All workers should be trained on this policy.

Next, you must shred all unwanted records. Have anyone who maintains company records eliminate documents that should be shredded. Also, provide shredding bins around your company for employees to discard their unneeded documents. Have workers go through their personal records according to the company document management policy and shred everything past its usefulness. There is no need to digitize documents that are not needed.

The third step is to figure out which documents are likely to be needed in the future. The more often a document is used and shared, the more it makes sense to convert it to an electronic format. If it is unlikely to be needed in the future, then just storing the original document is the best option. Everything left is what you should scan.

Finally it is time for the physical act of scanning. You can acquire scanners and give the work to your employees or a temp. Or you can hire a local Tulsa scanning service. If you have a small amount then using an employee should work. But as your company grows, the number of documents to scan will soon overwhelm your ability to do it in-house.

Tulsa Paper Shredding makes the conversion project simple. We partner with professional scanning service providers with employees who perform this work everyday. They organize the files and then shred them after the work.